Coordinates administrative processes and prioritizes, directs and responds to business matters involving administrative functions associated with the Alumni Major Gifts team within the Feinberg School of Medicine’s Development and Alumni Relations department. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.
The Development Assistant reports to and supports the Assistant Dean of Development and Alumni Relations, and supports at least two additional senior-level traveling major gift officers. As an integral member of the team, this position requires someone who masterfully stays one step ahead of administrative duties, is proactive and willing to take ownership of projects, and has excellent skills in the areas of organization, time management, interpersonal communication, writing, proofing and editing, as well as the Microsoft Office suite of applications. Must be detail focused, while also comfortable in a fast-paced environment, taking and executing last-minute requests as they occur and performing general clerical duties.
Collaborates with internal department partners and University partners in implementing and expanding existing relationships to accomplish strategic goals.
Collaborative work includes:
Interaction with senior leadership, donors and alumni
Serving as a liaison with major gift officers both within Feinberg and in central university Alumni Relations and Development (ARD); prepares visit materials for their use
Participation in team meetings, brainstorming new ideas and offering solutions to improve current processes
Prospects and Gifts
Independently responds to and composes correspondence to prospects, donors, alumni, etc.
Creates and maintains standard spreadsheets and/or databases.
Provides key prospect management support to include gift tracking, entering proposals, prospect updates and changes in the university’s constituent database
Assists with and disseminates research; identifies prospective donors
Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources; determines format, elements, trends, etc.
Prepares and modifies documents including correspondence, reports, e-mails, agendas, briefing documents, letters, proposals etc. for both internal and external (alumni) distribution
Compiles executive level event briefings on donors/attendees
Maintains and updates documents that are used on donor visits
Alerts supervisor of potential donor situations with information obtained through the course of communication.
Creates and/or ensures communication and/or acts as a liaison between volunteers, department and/or the University.
Organizes and coordinates events.
Duties related to events include (but are not limited to): managing invitations, RSVPs, and related lists, and aforementioned responsibilities such as letter writing, reports, briefing documents, name tags, itineraries, etc.
Responsible for making phone calls to encourage and confirm event attendance, take event RSVPs and facilitate general alumni engagement
Collects agenda items and background materials.
Creates registrant profiles.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Manages supervisors’ and/or department calendars, including travel.
Schedules and coordinates meetings, appointments and travel arrangements
General clerical duties include: Answering, screening and transferring inbound phone calls; photocopying, faxing and mailing; maintaining electronic and hard copy files.
Approves appropriate expenses, purchases and reimbursements per budget.
Creates and Maintains budget records.
Verifies appropriateness and accuracy of charges.
Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
Performs other duties as assigned.
Successful completion of a full four-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
Bachelor's degree or equivalent or two years equivalent experience in nonprofit or educational development (fundraising/advancement) function.
Experience working with a complex relational database; Ellucian Advance experience preferred
Minimum Competencies: (Skills, knowledge, and abilities.)
Expert competency with the Microsoft Office suite, especially Word, Excel and PowerPoint
Strong abilities in the following areas:
Written and verbal communication
Scheduling and travel logistics
Presentations and report compilation
Degree in business, accounting or marketing
Work experience in nonprofit or educational development (fundraising/advancement)
Northwestern requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website.
Northwestern University, the Feinberg School of Medicine, and its Development and Alumni Relations office seek a diverse workforce and are actively recruiting candidates in accordance with the university’s commitment to diversity, inclusion, and equal opportunity.
The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.